Information on purchasing software

Have you checked if there is a system that will work for you already on campus?

• Have a chat about your needs with IST and check whether there is an existing system already in use on campus that will accomplish your goals. It may turn out that there is a centrally supported system that will meet your needs, or one where you can leverage an existing contract/agreement. If this is the case, then it is generally not only less costly for the institution, but also a lot less work for you!
  
  

Have you done an Information Risk Assessment (IRA)?

• Through the IRA process, both privacy and security will be reviewed. Most systems implementations on campus need an IRA. To learn more about the purpose of an IRA, and to determine if you need one for your project, go to: Information Risk Assessment | Information and Privacy (uwaterloo.ca)
  
  

Will your system collect and use financial information (ecommerce or financial data of any type)?

• If you plan to procure and implement a system with a financial component you will need to work closely with Finance and IST, to ensure the system meets certain criteria. There is an intake process to move this work forward, which must be completed before purchasing any product. To determine whether or not you require this process, and for information on the intake process, go to: Finance | Financial Systems | Financial System Implementation Requests | Finance Resources | University of Waterloo (uwaterloo.ca)
  
  

Is your system accessible?

• The University is required to have accessible websites and web content under the Accessibility for Ontarians with Disabilities Act (AODA). Typically, AODA compliance in web accessibility is achieved by ensuring content meets the international standard Web Content Accessibility Guidelines (WCAG) 2.0AA. Check with the vendor if their solution complies with WCAG 2.0AA and ensure this is captured in your software contract.
  
  

Have you engaged Procurement?

• The procurement process can vary depending on the amount being spent and the type of product purchased. For information on what type of procurement process you need and on how to engage procurement, go to: Home | Procurement & Contract Services | University of Waterloo (uwaterloo.ca)
  
  

Are you planning integrations with any other existing systems on campus?

• If you are interested in sending data to or receiving data from other campus systems then your software should be evaluated with technical requirements in mind.

• Additionally, you should begin these discussions with the information stewards as soon as possible. The information steward(s) will need to approve sharing of data. It is likely that resources outside of your team will be involved in set up and/or testing of the integration, so getting this on the appropriate roadmap as soon as possible is ideal to avoid delays in your project. Policy 46 - Information Management | Secretariat | University of Waterloo (uwaterloo.ca)

Will you need any support and/or resources from IST to complete your project?

• Support and/or resources commonly requested from IST for a software implementation include: single-sign-on, integrations, hosting, project management, and business analysis. If you anticipate a need for assistance from IST, a request should be made as soon as possible to avoid delays in your project. Note: It is encouraged to approach IST early on to put the work on our roadmap, even if all the technical details are not yet available.
  
  

What is the ‘typical’ timeline to take your software from acquisition to full implementation and operations?

• A lot of factors can dictate how long it will take to acquire and implement a software system:

  • Scope of software: Small, only a few users? Department wide system? Large, required for use by all staff/faculty or students?

  • Resourcing: Do you have people available to work on the project? Do you require assistance from other departments? 

  • Time of year: projects that rely on specific resources/departments may have busy periods like start of term, or fiscal year end during which they cannot do project work.

  • Number of integrations and whether data migration is needed

• These are the typical timelines one should expect, but it should be strongly noted each project has its individual dependencies:

  • Small project (few users 5-20, zero or one simple data integration, resources readily dedicated, embedded in one department, no request for proposal (RFP) required) 6-9 months.

  • Medium project (users 20-50, one or more data integrations, resources readily available, 1-2 departments impacted ) 12-18 months

  • Large project (large number of user groups impacted – students and/or staff, and/or faculty, multiple departments impacted, multiple integrations, possibly campus wide – examples: Unit4/Workday rollout) 2+ years.

Tips for success:

• Plan ahead! Most of the resources involved in system implementations have existing projects on the go. While projects will be triaged, it is important to start conversations about resourcing as early as possible.

• Build buffer time into your schedule in case deliverables are pushed back for unexpected delays.

• If you have a system that has a financial component (ie records revenue and expense transactions, accepts payments, or any other information that relates to the University’s monetary objectives, engage your (Faculty) Financial Officer early on in the conversations. They are there to assist you with the financial aspects of the system and can liaise with central Finance on requirements during the project.

• Take some time to do business analysis. This will help ensure the change to your operations goes smoothly. Also, when changing or introducing systems there is often a great opportunity to redesign process and consider ways to improve the experience for our campus community. Give yourself some time and space to do so, if you can!